1: Pre-RFP Prep

2–3 months before

Analyze spend, set product mix & city caps, define negotiation strategy, benchmark rates

Segmentation analysis, coordinate GAMs/hotels, update platform profiles

2: Communication

4–6 weeks before

Brief partners on timeline, rate structure & amenities; set volunteer bid parameters

Brief hotel portfolio, prepare targeted volunteer bids, research accounts

3: Launch

3-week response window

Distribute solicitation list and RFP simultaneously; include clear evaluation criteria

Read full RFP, submit vs. decline

4: Evaluations

3+ weeks per round

Wait for full window, bucket bids, negotiate value-adds, target one round

Submit best offer, use comments, evaluate fit before bidding aggressively

5: Post-Award

Within 90 days; ongoing

Send file to TMC, complete OBT load, audit GDS and OBT, monitor continuously

Prioritize rate loading, hold distribution team accountable, review rejections

It Will Not Happen Overnight

The hotel RFP process involves dozens of stakeholders across buyers, TMCs, chain account managers, hotel ownership, revenue management, and booking tool operators. The average program takes 78 days from launch to acceptance—and that is before rate loading and auditing.

Communication Is Everything

Early, specific, and proactive communication between buyers and suppliers produces better outcomes for everyone. Suppliers who understand a buyer’s program before the RFP launches submit better bids. Buyers who debrief suppliers post-award—whether an acceptance or rejection—build the trust that leads to stronger offers in future cycles.

Visibility Equals Bookings

A beautifully negotiated rate that is never loaded correctly delivers zero value. For buyers, this means auditing both GDS and OBT. For suppliers, it means treating rate loading with the same urgency as negotiation itself. The entire point of the RFP process is to make preferred rates available and bookable—everything up to that moment is preparation.

It Is Not One-Size-Fits-All

Every corporate travel program has a unique combination of traveler profiles, geographic footprint, product preferences, and compliance goals. What works for a global tech company’s program does not automatically apply to a medical device manufacturer’s. Buyers should design their programs around their own data, not market averages.

Direct / Self-Managed

87.2

72.7

64.9

Improving ↓

TMC-Managed

76.3

81.9

78.8

Relatively Stable →

2023

~32%

~68%

2024

~20% (highest negotiation on record)

~80%

2025

~36%

~64%